The following articles were included in our Exchange Messaging Outlook (EMO) newsletter published on November 17, 2022.
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Today's Highlights
- Clear Suggested Searches in Outlook
- Create Rules for Specified Accounts
- Editing Categories in Shared Mailboxes
- The Pin Quick Action disappeared
I won't be publishing an issue next week, it's the US Thanksgiving holiday.
Clear Suggested Searches in Outlook
When you use an Outlook.com or Office 365 business account in Outlook desktop or web and click in the Search field, you'll see three recent search terms and three contacts. While you can clear the search terms, you cannot clear the contacts in the list.
To clear the Suggested search terms in Outlook.com and Office 365 accounts, log into Outlook on the web's Settings (gear icon) > View all Outlook settings > General > Privacy and Data and click the Delete History button. The changes sync to Outlook desktop immediately.
To clear the Suggested searches for POP and IMAP accounts or the Recent Searches menu, you need to edit the registry.
Open the registry editor, browse to the following key under your profile name:
Computer\HKEY_CURRENT_USER\Software\Microsoft\Office\16.0\Outlook\
Profiles\Outlook\0a0d020000000000c000000000000046
Find and delete the value 101f0445.
The Recent Search menu will be cleared when you restart Outlook.
Create Rules for Specified Accounts
This week's interesting question on creating rules:
I have two POP email accounts. If a message is sent to both addresses, how can I make a rules to only applies to the message in each account? The rule I'm using now copies each message to a folder in each account, leaving me with four copies, not the two I'm expecting.
You need to use the condition "through the specified account" and select one account. Note that you will need to duplicate every rule where this situation applies.
While you don't need to use "through the specified account" for Microsoft Exchange accounts (because the rules are stored in the separate mailboxes), if you have a POP account or use an older version of Outlook with IMAP accounts, you will need to use the through the specified account" condition. If you have two or more accounts are listed in one line in the Rules and Alerts dialog's Apply changes to this folder: menu, use the " through the specified account" condition to limit the rule to one account.
Editing Categories in Shared Mailboxes
A user was given permissions to a coworkers calendar and needed to add some categories but the New Category and Manage Categories functions were greyed out.
In order to manage the categories on a shared calendar the user needs at least Editor permissions if using Outlook desktop software for Windows. They need Full Access permissions if using Outlook on the web or Outlook for Mac in order to manage the categories.
The Pin Quick Action disappeared
A user wanted to know what happened to her pinned items. They were gone and the Pin icon in the message list was gone.
The option to pin a message is only available if you are sorting by date. If you sort by other fields, you won't be able to pin messages or see pinned messages.
New & Updated Exchange Server Support Articles
A user who has Send As permission can't send email messages as another user account in Outlook in Office 365 - Microsoft Support
Describes an issue in which a user can't send mail as another user account by using Outlook in Office 365 even though the user has Send As permission. Provides a resolution.
New & Updated Office 365 Support Articles
Leave family group or remove members - Microsoft Support
How to remove members from your family group when you're on your PC, including adult and child accounts.
You don't get an email message or text message when you reset your admin password for Office 365, Azure, or Intune - Microsoft Support
Describes an issue in which you don't get an email message or text message when you use the self-service password reset for administrators feature to reset your password for Office 365, Azure, or Microsoft Intune.
Troubleshoot single sign-on setup issues in Office 365, Intune, or Azure - Microsoft Support
Describes how to troubleshoot single sign-on implementation in Office 365, Azure, or Microsoft Intune.
Make your content accessible to everyone - Microsoft Support
Find info about accessibility in the Office products and tools to make your content accessible for people with disabilities.
New & Updated Outlook Support Articles
Other Resources
Use PowerShell or VBA to get Outlook folder creation date
Use PowerShell or VBA to get the creation date of a folder in Outlook desktop software.
Outlook's Left Navigation Bar
Outlook's navigation buttons are moving from the bottom of the folder list to a vertical bar on the left of the folder list (just like in Outlook on the web). Here's how to temporarily keep the buttons on the bottom.
Contact's Display Bug
After updating to Office version 2209 Build 15629.20156, Outlook users discovered a problem in contacts – a contact card displayed in the upper left of the screen and they could not close the contact.